I knew there wasn’t enough raw customization capabilities in Exchange 2007 transport rules to fill in the needed fields like the senders name and what not. The revamped rule set in Ex 2010 can now do just that! See below for steps. Big thanks go to Howto-Outlook.com’s post on this !

The most notable regarding signatures is that HTML code is now supported and that you can also use user information that has been stored in Active Directory to construct the signature dynamically.

  1. Open the Exchange Management Console.
  2. In  Organization Configuration select Hub Transport and then select the Transport Rules tab.
  3. In the Actions Pane click New Transport Rule…
  4. Name your rule and optionally add a Comment. For instance;
    Name: Corporate signature
    Comment: This transport rule adds a standardized signature and disclaimer text to all outgoing emails.
  5. Press Next.
  6. On the Conditions screen select the following 2 conditions;
    • from users that are inside or outside the organization
    • sent to users that are inside or outside the organization, or partners
  7. In the bottom pane, modify the conditions so that they read;
    • from users that are Inside the organization
    • and sent to users that are Outside the organization
  8. Press Next.
  9. In the Actions screen select the action;
    • append disclaimer text and fall back to action if unable to apply.
  10. In the bottom pane you can modify the conditions to your preference.
    • Click on disclaimer text to insert your default disclaimer text and add variables to include user information (see below for an overview of variables which you can use).
      Note that the disclaimer text allows you to use HTML code (including in-line CSS). This will allow you for instance to set different font size and colors for the signature and disclaimer part, add a horizontal line, hyperlink text or include a logo.
    • You can use up to 5000 characters
    • When a Plain Text message is sent, the HTML tags are automatically stripped off.
  11. Once done, press Next.
  12. You can set any exception as you see fit. You can continue without any exceptions as well.
  13. Press Next.
  14. On the Create Rule screen you’ll see the PowerShell command that will be executed when clicking the New button.
  15. After pressing the New button the wizard has been completed and a summary is shown. Assuming it completed successfully, your Transport Rule has been created and is active now. Clicking Finish will close the New Transport Rule dialog.

Supported variables
You can use the following variables in your disclaimer text. When using them, place them between %% characters.
Example: %%DisplayName%%

UserLogonName
DisplayName
FirstName
Initials
LastName
PhoneNumber
OtherPhoneNumber
HomePhoneNumber
OtherHomePhoneNumber
PagerNumber
MobileNumber
FaxNumber
OtherFaxNumber
Email
Street
POBox
City
State
ZipCode
Country
Title
Department
Manager
Office
Company
Notes
CustomAttribute1 – CustomAttribute15

Disclaimer template text in Exchange 2010
Disclaimer template text with HTML and variables in Exchange 2010

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